Addendum 2 - State of Delaware

REQUEST FOR PROPOSAL NO. HSS-13-012 

DELAWARE MEDICAID ENTERPRISE SYSTEM PROCUREMENT 

Addendum #3 

Delaware Health 

And Social Services 

DIVISION OF MANAGEMENT SERVICES 

PROCUREMENT 

HSS 13-012 

DATE: June 12, 2013 

DELAWARE MEDICAID ENTERPRISE SYSTEM 

FOR 

DEPARTMENT OF HEALTH AND SOCIAL SERVICES 

Date Due: August 7, 2013 

11:00AM 

ADDENDUM #2 

Please Note: 

THE ATTACHED SHEETS HEREBY BECOME A PART 

OF THE ABOVE MENTIONED BID. Pre-bid meeting 

questions and answers. 

___________________________ 

Kieran Mohammed 

PROCUREMENT ADMINISTRATOR 

(302)255-9291 

_____________________________ 

Nicolette M. Shuhart 

(302) 255-9752 

Page 1 of 37




Question 

# 

RFP 

Section 

Document 

Page 

Number 

Vendor Questions 

DHSS Response 

1 IV&V Will our IV&V be a 

separate RFP and when 

will it be published? 

2 RFP 

Genera 

l 

Would like to receive 

information on the RFP 

for a MMIS, please send 

via e-mail. 

3 IV&V I noticed in the text that 

there was mention of 

RFP HSS-13-013 for 

IV&V/QA services. When 

is this anticipated to be 

released? 

Yes, it will be a separate RFP and 

we will publish it the near future 

E-mail response, the MMIS RFP 

is housed at : 

http://www.bids.delaware.gov 

See response to question 

number 1. 

4 DW/DS 

S 

It also says in the RFP 

that a Data 

Warehouse/Decision 

Support System is not 

part of this 

procurement. Does the 

state anticipate releasing 

a RFP in the future for 

The state will not be releasing 

an RFP for a DW/DSS vendor. 





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# 

RFP 

Section 

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DHSS Response 

these services? If so, is 

there an anticipated 

time frame for release? 

5 2 Section 2, RFP Schedule, 

lists July 1 @ 4:30 for 

submission of questions. 

Section 5.1.4 lists May 

31 @ 4:30 as the time 

questions must be 

received. 

The Questions due date is July 

1st @4:30pm. 

6 RFP 

Genera 

l 

Which is the correct day 

and time? 

Will you all ever see the 

need or have any 

interest in doing 

discovery/eDiscovery 

work for your cases? 

We do not have a need for 

discovery/eDiscovery. For other 

state level opportunities, keep 

up with new RFP’s at 

http://www.bids.delaware.gov/. 

7 1.5 How do we secure a 

copy of the DVD and 

which NDA we need to 

Any undistributed 

documentation will be provided 

to bidders at the bidders 





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# 

RFP 

Section 

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DHSS Response 

sign? 

8 IV&V Can you tell me where I 

can find the IV&V RFP, or 

when you expect to 

release it? 

9 2.1 The RFP schedule 

indicates that vendor 

questions will be 

answered by July 15, 

2013, approximately 

three weeks before 

vendors will begin final 

production of proposals 

due on August 7. The 

bidders would 

appreciate a staggered 

release of answers as 

they are developed by 

DMMA. 

To ensure the highestquality 

technical and 

cost proposals from 

bidders, would DMMA 

meeting. 


number 1. 

The state will issue one set of 

vendor answers prior to the 

bidders meeting. The remaining 

vendor answers will be issued 

July 15, 2013. 





Question 

# 

RFP 

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DHSS Response 

consider a staggered 

release of answers to 

bidder questions? 

10 Cover 

page 

On the Cover Page of the 

RFP, we see the 

following sentence: “A 

brief ‘Letter of Interest’ 

must be submitted with 

your proposal.” 

How is this Letter 

different from the Letter 

of Interest that must be 

submitted at the June 14 

Mandatory Bidder’s 

Meeting? 

Where in the proposal 

should this Letter of 

Interest be placed? 

2.2 Letter of Interest 

Bidders are required to submit a 

Letter of Interest to bid. This 

letter will be due by 9:00 a.m. 

ET on June 14, 2013 and must 

be hand delivered at the 

mandatory pre-bid meeting and 

the same letter of interest is to 

be included in the proposal. 





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# 

RFP 

Section 

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DHSS Response 

11 Cover 

page 

On the second page of 

the RFP cover sheet, we 

see this statement: 

“NOTE TO BIDDERS: 

Your proposal must be 

signed and all 

information on the 

signature page 

completed.” 

This signature page does 

not appear to be 

included with the 

attachments to the RFP. 

Please clarify this 

requirement: 

• Is the signature page a 

reference to the 

Transmittal Letter? 

• Or—is this a reference 

to Attachment R, Bidders 

Signature Form (which 

goes in Tab 4)? 

• If not, will the State 

provide the signature 

Please sign, ATTACHMENT R: 

BIDDER’S SIGNATURE FORM 





Question 

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RFP 

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DHSS Response 

page template for 

completion by bidders? 

12 5.1 11 The proposal 

preparations instructions 

include this instruction: 

“Bid proposal Materials 

must be printed on 8.5” 

x 11” paper.” 

The proposals will 

include very detailed 

system graphics and 

organization charts (the 

organization charts 

require a great deal of 

information). These 

charts and graphics will 

be very difficult to read 

on 8.5” x 11” paper. 

Will the State allow 

bidders to print these 

very complex, detailed 

Yes 





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illustrations as fold-out 

graphics, on 11” by 17” 

paper? 

13 5.2.4 15 The instructions for Tab 

4 mention Attachment 

V, the Bidder Contact 

Information form. This 

completed attachment 

must be submitted at 

the June 14 Mandatory 

Bidder Meeting. 

Does the State want 

another copy of it also 

submitted with the 

proposal? 

14 5.2.7 18 Requirement 4 at the 

top of page 18 requires 

“A Staffing Plan in which 

the bidder details its 

approach to staffing the 

project to meet DHSS 

requirements 

established in 5.2.14.” 

Yes 

The State does not wish to see a 

generic staffing template. As 

indicated in B.1.12.6 a staffing 

management plan (SMP) must 

be submitted with the proposal 

and will be updated 20 days 

after the contract start date. 

The format and content must 





Question 

# 

RFP 

Section 

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DHSS Response 

Since the response to 

5.2.14 (which is the 

Staffing section, Tab 13) 

contains all the 

information requested in 

this Requirement 4, it’s 

not clear what the State 

wishes to see in 

response to 

Requirement 4. 

Does the State wish to 

see a template of the 

Bidder’s standard 

staffing plan along with a 

pointer to Tab 13 for the 

actual details? 

If not, please clarify what 

the State expects to see 

in response to 

Requirement 4. 

adhere to the requirements in 

E.1.1.4. Section 5.2.14 seeks to 

obtain information not 

contained in the SMP. This 

would included expanding upon 

the individuals; experience, skill 

sets, selection, successes and 

direct relevance as assigned to 

each project phase. 





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RFP 

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DHSS Response 

15 5.2.9(1) 19 The first requirement 

says that “Bidders shall 

provide a Project Plan 

with a work breakdown 

structure, project 

schedule, and a quality 

management plan.” 

This closely resembles 

the requirement for a 

Work Breakdown 

Structure and Project 

Schedule found in the 

requirements for Tab 7 

Project Management 

Oversight and Planning, 

requirement 1 at the top 

of page 18. 

In the requirement in 

Tab 8, is the State asking 

for a “breakout” piece of 

the total plan that 

describes just the plan 

and activities for Design, 

Development, and 

This interpretation is correct. 





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Testing? 

16 5.2.14. 

6 

26 Staffing section 5.2.14.6 

Resumes and Tab 4 both 

refer to Attachment W. 

Please clarify: where 

does the State want 

bidders to place 

Attachment W: 

• In Tab 4 Required 

Forms (under “Named 

Position Resume”)? 

• Or in Tab 13, 

subsection 5.2.14.6 

Resumes? 

Attachment W needs to be 

completed and placed in Tab 4. 

Tab 13 requires more specific 

information. 





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RFP 

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DHSS Response 

17 Attach 

ments 

The file containing the 

RFP and attachments 

was in pdf format and 

contained a number of 

forms that must be 

completed by the 

Bidders and submitted 

with their proposal. Will 

the state provide the 

following attachments in 

their “native” formats 

that can then be 

completed by the 

Bidders? 

• RFP: Word format 

• Attachment B, C, D, E, 

: Word format 

• Attachment K: Excel 

format 

• Attachments L, M, O, 

P, Q, R, S, T, U, V, W and 

X: Word format 

Yes, and will be provided at the 

mandatory bidders meeting 





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RFP 

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DHSS Response 

18 E.1 E-3 Deliverable Numbers 

11.5 and 11.6 (within 

Task 11 System 

Operation and 

Maintenance Support) 

may have the incorrect 

Section Number 

references: 

• 11.5 System Updates 

refers to 1.45, but the 

correct reference seems 

to be 1.43 

• 11.6 Operations & 

Maintenance Procedures 

Manual refers to 1.46, 

but the correct 

reference seems to be 

1.44 

Is this correct? 

This is correct, 11.5 System 

Updates refers to 1.45, the 

correct reference is 1.43 and 

11.6. Operations & 

Maintenance Procedures 

Manual refers to 1.46, the 

correct reference is 1.44 





Question 

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RFP 

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19 L.2 L-3 and L- 

6 

In Attachment L, 

Paragraph L.2 (2) states: 

“If Bidders are unwilling 

to comply with certain 

RFP requirements, terms 

and conditions, 

objections must be 

clearly stated in the 

proposal and will be 

subject to negotiation at 

the discretion of the 

Department.” 

In Attachment L, 

Paragraph L.2 (18) 

states: “The State will 

not entertain any 

modifications to the 

language of this 

document. By 

submitting a proposal to 

this RFP, the Bidder 

agrees to be bound by 

the terms and conditions 

in that contract 

L.2-18 refers to the standard 

department contract (aka 

boilerplate) only. The State will 

not entertain any modifications 

to this document. Other RFP 

modifications may be 

negotiated. 





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# 

RFP 

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DHSS Response 

document.” 

The language in (2) and 

(18) conflicts on the 

topic of submitting 

objections to certain RFP 

requirements, terms and 

conditions: 

• Will the State allow 

bidders to present 

alternate contract 

language in their 

proposals (while also 

agreeing to comply with 

all State requirements)? 

• If the State allows 

bidders to submit this 

alternate language, 

where should the 

language be placed? 

20 L.3 L-6 to L-14 It does not appear that 

any part of Attachment L 

“Contract Terms and 

Conditions” should be 

Per addendum #1 section titled 

Cloud/Hosting Requirements, 

"to properly complete the terms 

and conditions and technical 





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RFP 

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proposal. 

Should we then assume 

that the section called 

“State of Delaware Cloud 

and Offsite Hosting 

Specific Terms and 

Conditions” (which 

includes a column for 

Vendor’s 

Acknowledgement) 

should be completed by 

the winning vendor 

following contract award 

(and not submitted with 

bidder proposals)? 

requirements located in section 

L.3 complete the Vendor’s 

Acknowledgement section as 

follows..." this must be included 

with the proposal and clearly 

identified. 





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# 

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21 Attach 

ment U 

U-1 Attachment U-1 is called 

the “Deliverable 

Acceptance Request 

Form.” It appears in the 

midst of a series of 

forms that must be 

completed and 


proposal. However, 

after searching the RFP, 

we can’t find any 

requirement to submit 

this form with the 

proposal or where to 

place it. 

Please clarify: Should 

Attachment U be 


proposal, or is it 

provided for 

informational purposes 

only? 

If Attachment U should 

be submitted with the 

This is a standard deliverable 

acceptance template that can 

be used to sign off on 

deliverables in attachment E. 

Bidders can choose to develop 

their own but must be approved 

by the state. 





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# 

RFP 

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DHSS Response 

proposal, please tell 

bidders where to place 

it. 

22 Attach 

ment S 

S-2 Attachment S is the 

Office of Minority and 

Women Business 

Enterprise Certification 

Tracking Form. 

If the Prime Contractor is 

not a Minority or 


Enterprise, does the 

Prime need to submit 

this form with its 

proposal? 

If not, should the Prime 

The Minority and Women 

Business Enterprise tracking 

form is no longer used by DHSS. 

Completion of this form is no 

longer a mandatory 

requirement in this proposal. 

The Office of Minority and 

Women Business Enterprise has 

been changed to Office of 

Supplier Diversity. Any vendor 

seeking more information 

should visit 

http://gss.omb.delaware.gov/os 





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# 

RFP 

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provide a statement in 

place of Attachment S 

explaining that they are 

not a Minority or 


Enterprise? 

If the Prime Contractor is 

not a minority but has 

minorities on the bid 

team as subcontractors, 

do those subcontractors 

need to complete the 

form? 

d/index.shtml. 

23 5.2.14. 

4 

25 The third position in 

section “5.2.14.4 Named 

Staff for Core Fiscal 

Agent Operations” is the 

Deputy Account 

Manager. 

However, Attachment N 

does not include an 

entry for this position 

with Qualifications, 

As per the tasks of the Deputy 

Project Manager on page N-4 

this position moves to Deputy 

Account Manager during the 

operations project phase. This 

is a named staff. 





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Roles and 

Responsibilities, and 

Tasks. 

Does the State intend for 

the Deputy Account 

Manager to be a Named 

Staff, with resume in the 

proposal? 

24 1.5 3 The instructions in 

Section 1.5 tell Bidders 

that they must submit a 

signed Non-Disclosure 

Agreement in order to 

gain access to the 

procurement library and 

its documentation. 

To whom should bidders 

submit this Non- 

Disclosure Agreement? 

25 L.1.3 L-2 In Attachment L, section 

L.1.3 Contract Term 

(page L-2), the 

paragraph on the top of 


number 7. 

Yes, the contract end date 

including the 6 extensions 

would be June 30, 2027. Yes, 

the state will execute 





Question 

# 

RFP 

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page L-2 states, “The 

term of this contract is 

for twenty-nine (29) 

months of DDI and 5 

years of Fiscal Agent (FA) 

operations with 6 

extensions. Any contract 

awarded hereunder shall 

commence on or about 

January 2, 2014, or date 

of award if later, and 

shall remain in effect 

through June 30, 2024. . 

.” 

Attachment K (Cost 

Proposal) agrees with 

this statement, 

requesting pricing for 

DDI pricing (in Pricing 

Schedule B and Pricing 

Schedule D) and pricing 

for 5 years of Fiscal 

Agent base year 

operations (in Pricing 

amendments for the optional 

year extensions. The last 

sentence of L.1.3 should sate, 

"Assuming this contract runs the 

eleven full years and all annual 

extensions are used, the 

contract end date would be 

June 30, 2027." 





Question 

# 

RFP 

Section 

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DHSS Response 

Schedule C and Pricing 

Schedule E). 

By adding the 6 

extension years to the 3 

years of DDI and the 5 

base years of operations, 

the contract end date 

would by June 30, 2027 

(not 2024). 

Which is correct: a 

contract end date on 

June 30, 2027, or are 

there only 3 extension 

years? 

For the optional 

extension years, will the 

State execute each 

optional year through a 

contract amendment? 

26 Attach 

ment V 

V-1 Whose name and 

signature shall we 

include on Attachment 

V? As our company’s 

Whomever can commit the 

company 





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# 

RFP 

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DHSS Response 

lead representative on 

this procurement, should 

it be me, or should it be 

the president of our 

company, who will 

ultimately be submitting 

and be responsible for 

our bid? 

27 Cover 

page 

The RFP indicates that 

further information re 

Specifications and 

Administrative 

Procedure for the Letter 

of Interest can be 

obtained from your 

office. Any guidance is 

welcomed. 

28 2.1 5 There appears to be an 

inconsistency in the 

version of the RFP I am 

reading regarding the 

deadline for submission 

of questions. Page 5, 

Per RFP, specifications and 

administration procedures may 

be obtained at the above office 

or phone (302) 255-9290. 

See question 5 





Question 

# 

RFP 

Section 

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Page 

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DHSS Response 

Section 2.1 “Submission 

of Questions” indicates 

4:30PM on July 1, 2013, 

while page 12, Section 

5.1.4 shows May 31, 

2013. Can you please 

clarify? 

29 1.5 3 Per the mention of the 

Procurement Library on 

page 3, we would like to 

schedule an onsite visit. 

What is your availability 

this week? 

30 IV&V Can you tell me where I 

can find HSS-13-103, the 

IV&V RFP which is 

referenced in the DMES 

RFP? 

31 IV&V Is the IV&V procurement 

part of the DMES 

procurement? Do we 

need to submit a letter 

No on site visit is necessary, the 

Procurement Library will be 

provided in electronic format at 

the bidders conferences. 

See response to question #1 

See response to question #1 





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RFP 

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DHSS Response 

of intent to be eligible to 

bid on the IV&V 

contractor RFP? Where 

will the answers be 

published? 

32 Attach 

ment S 

33 Attach 

ment S 

34 Attach 

ment S 

S-2 Does the State have a 

registration for WBE-SBE 

firms who are interested 

in partnering up with the 

systems integrators who 

will most likely be prime 

contractors 

S-2 Is such a list of potential 

sub-contractors 

provided to the systems 

integrators who attend 

the pre-bid meeting? 

S-2 Do WBE-SBE firms who 

would only have a subcontracting 

role in any 

response to this 

Yes, please visit 

http://gss.omb.delaware.gov/os 

d/index.shtml 

No, vendors wishing to attain 

any information regarding WM/ 

SBE may visit the Office of 

Supplier Diversity page on the 

link provided for Supplier 

Diversity contact information. 

No 





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solicitation, have to 

attend the mandatory 

pre-bid meeting? 

35 Attach 

ment S 

S-2 Does the State have an 

expectation of a portion 

of the ensuing contract 

being set aside for 

minority-owned 

businesses? If yes, how 

much? 

36 1.5 I also wanted to alert 

you of our intent to 

request the 

Procurement Library 

materials on a Digital 

Versatile Disk (DVD-R) 

referenced in the RFP 

section highlighted 

below. As our two 

representatives will be in 

New Castle on the 14th I 

was wondering if we 

could prepare to arrange 

No 

See response to question # 1 





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for delivery of said disk 

to them at that time. 

37 Attach 

ment L 

L-43 In Attachment L: section 

L.7.2.19 Item 5 states: 

General Maintenance 

tasks include the best 

practices adopted by the 

Department of 

Technology and 

Information (DTI), 

through the Technology 

and Architecture 

Standards Committee 

(TASC). The Contractor 

will develop solutions 

using architecture, 

software, and hardware 

deemed to be in a 

Standard or Acceptable 

category by DTI. When 

Yes 





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DHSS Response 

an architecture, 

software, or hardware is 

moved to a category of 

discontinue the 

Contractor must develop 

a plan to move to a 

solution considered 

Standard. DHSS expects 

contractors to monitor 

the applicable sections 

of DTI Enterprise 

Standards and Policies 

website and maintain 

these standards 

throughout the life of 

the contract. These 

standards are applicable 

to all Information 

Technology use 

throughout the State of 

Delaware. 

When an architecture, 

software, or hardware is 

moved to a category of 





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discontinue the 

Contractor must develop 

a plan to move to a 

solution considered 

Standard. Since a move 

to a new and presently 

unknown architecture, 

software, or hardware 

may be costly will the 

State allow the 

contractor plan to 

include pricing for said 

move? 

38 L.6 L-25 With respect to 

fingerprinting as a part 

of background checks, 

will you allow the vendor 

to utilize and leverage 

your vendor and process 

for your employees for 

fingerprint checks? 

Further, what do you do 

in the case where an 

It is mandatory 





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employee refuses to 

allow for fingerprints to 

be taken? 

39 L.6 L-25 Regarding fingerprinting, 

are you looking to follow 

a Delaware law 

requirement and if so, 

can you provide a legal 

citation? 

This is an agency requirement 

40 Attach 

ment C 

41 Attach 

ment B 

C-20 This question is related 

to the following 

requirement: 

“GTT142 - 

Degree of customization 

for proposed software to 

meet State needs cannot 

exceed 15%.” 

How will this be 

calculated or measured? 

B-24 There are several 

inconsistencies in RFP 

See narrative of section 3.13 of 

DMES RFP 

Please address the schedule due 

dates as indicated however the 





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requirements related to 

the project schedule for 

the replacement MMIS 

project. 

Throughout Attachment 

B – Statement of Work, a 

table is used to denote 

deliverables and 

information related to 

each deliverable, such as 

Due Date. For most of 

the deliverables, there is 

no specified due date. 

For a select few 

deliverables, there is a 

specified due date. For 

example, in section 

B.1.17.6 Deliverables, 

there is a table that 

shows Acceptance Test 

Results and Operational 

Readiness Test Results 

are due by Month 20 of 

the new contract. 

entire project plan will be 

negotiated with the State prior 

to contract signature. 





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42 Attach 

ment D 

D-7 “Coordinating Legacy 

and DMES updates 

Modifications, changes, 

and updates are made 

through a process of 

Change Control (CC) 

requests. As of the start 

date of this Contract, 

there will be an existing 

workload of CC requests 

that will be applied to 

the legacy DE MMIS by 

the current contractor. 

As new change orders 

for the legacy MMIS are 

implemented, the DMES 

Contractor must 

participate in the Change 

Control Board (CCB) 

meetings with the State 

and incumbent Fiscal 

Agent (FA) to determine 

if the changes in the 

legacy system include 

Changes in scope to add or 

subtract functionality are 

normally done through contract 

amendments. Change request 

costs are done at that time. 





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new business and 

technical functionality 

that were not 

communicated in the 

requirements for the 

new DMES. 

How does a bidder 

propose costs for 

potential changes that 

will be identified after 

the new contract is 

executed? Will this work 

be billed under a 

contract amendment for 

modifications or 

enhancements above 

and beyond the fixedprice 

contract to install 

and configure the 

MMIS? When will this 

work need to be 

completed? 





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# 

RFP 

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DHSS Response 

43 C.3.3 C-7 Each row on this table 

indicates two reference 

numbers. For example: 

“GTT003 and GTT132,” 

with a narrative 

description of “A 

modern relational 

database management 

system must be used” 

In this example, the 

second reference 

GTT132 appears 

elsewhere in the RFP in 

Section C.3.11 Record 

Retention requirements. 

GTT003 and GTT132 

appear to be unrelated 

to one another. 

This issue is repeated 

throughout the table in 

section C.3.3 and 

appears to be a 

formatting issue. Can the 

State clarify which 

The proper references for C.3.3 

Data Quality Control are as 

follows: GTT132, GTT133, 

GTT134, GTT135, GTT136, 

GTT137, GTT138, GTT139, 

GTT140, GTT141, GTT142, 

GTT143, GTT144, GTT145, 

GTT146 





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identifier is correct? 

44 L.3 L-12 The RFP section L.3 State 

of Delaware Cloud and 

Offsite Hosting Specific 

Terms and Conditions, 

Item 20, states that the 

Service Provider shall 

ensure that the State’s 

Recovery Time Objective 

(RTO) of 24 hours is met. 

Based on the level of severity 

the vendor is free to propose 

what they think is the most 

appropriate RTO for their 

solution however this will be 

negotiated with the State. 

A 24-hour RTO is entirely 

feasible, but it requires 

disaster recovery 

equipment that is in a 





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continuous state of 

readiness. A 72-hour 

RTO would reduce costs 

associated with 

dedicated or ‘warm’ 

backup site equipment 

and continuous 

operations to sustain 

production volumes. 

Will the State consider a 

greater RTO; up to 72 

hours for recovery time? 

45 Attach 

ment B 

B-24 There are several 

inconsistencies in RFP 

requirements related to 

the project schedule for 

the replacement MMIS 

project. 

Throughout Attachment 

B – Statement of Work, a 

table is used to denote 

deliverables and 

Please address the schedule due 

dates as indicated however the 

entire project plan will be 

negotiated with the State prior 

to contract signature. 





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RFP 

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Page 

Number 


DHSS Response 

information related to 

each deliverable, such as 

Due Date. For most of 

the deliverables, there is 

no specified due date. 

For a select few 

deliverables, there is a 

specified due date. For 

example, in section 

B.1.17.6 Deliverables, 

there is a table that 

shows Acceptance Test 

Results and Operational 

Readiness Test Results 

are due by Month 20 of 

the new contract.

Addendum 2 - State of Delaware

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